Free or paid? The checklist and a tool audit sheet

Ask these 3 questions before you pay for any tool, and check the traps before you sign up.

1. 01Do you use it every week?If not, stay on free. A tool you open once a month isn't worth a monthly bill.
2. 02Is free actually slowing you down?Name the limit: usage caps, missing features, extra steps. If you can't name one, stay free.
3. 03Would it pay for itself?Hours saved each month × what your hour is worth. If that beats the price, it earns its spot.

• Yearly plans.The discount is tempting. Start monthly until you're sure you'll still use it in 3 months.
• Trials that renew.Put a reminder on your calendar 2 days before any free trial ends.
• Per-seat pricing.Check whether the price is per person. A $20 tool for 5 people is $100 a month.

List every paid tool and what it did for you. Cancel the ones you can't answer for. Copy this sheet and fill it in for each tool.

PAID TOOL AUDIT (every 3 months)

Tool: ________
Price: $____ a month   Per person? Yes / No   Seats: ____
Renews on: ________   Monthly or yearly: ________
What did it do for us in the last 3 months? ________
Used every week? Yes / No
Hours saved a month ____ × our hourly value $____ = $____
Does that beat the price? Yes / No
Decision: Keep / Move to free / Cancel